Organization Policy & Statement

MIND organization is a non-government, non-profitable charity organization dedicated to the well-being of psychiatric patients. Its core aim is to provide services in areas lacking psychiatric care and where quackery is at its peak.

MIND organization has a supreme body, the Board of Governors (BOGs), who are elected. The BOGs are responsible for appointing executive members to specific posts. They meet regularly to review the organization's work and address challenges.

Executive members hold monthly meetings to manage daily affairs, including projects, accounts, funding, marketing, awareness campaigns, feedback mechanisms, and employee management.

Project in charge roles are responsible for overseeing assigned projects, managing arrangements and challenges. These individuals are required to compile reports after every camp and submit monthly reports. These reports are then forwarded to the General Secretary, and quarterly reports are shared with Donors, Executive members, Board of Governors, and BOGs.

MIND organization's commitment to the growth and development of its team members. To achieve this, a feedback system has been established, gathering input from doctors, staff, and patients. This feedback is used to assess executive members and employees' strengths, identify areas for improvement, and understand career aspirations.

Personalized training and development plans are created. These plans aim to enhance skills, foster professional growth, and align with individual career goals.

In addition, we have designed a fair and salary structure. This structure ensures transparency. Regular reviews are conducted to maintain the structure's relevance in the market.

At our core, we believe in supporting our employees' continuous growth, both professionally and personally. Our policies strive to create a supportive environment that encourages learning and skill enhancement.

MIND Organization policy against harassment aims to ensure a safe and respectful environment for everyone. Harassment in any form, including verbal, written, physical, or online behavior, is strictly prohibited.

This includes offensive comments, discriminatory remarks or any behavior that creates discomfort or distress. All employees are expected to treat each other with dignity and respect.

Any reported incidents will be promptly and thoroughly investigated, and appropriate action will be taken, which may include disciplinary measures up to and including termination.

We encourage anyone experiencing or witnessing harassment to report it immediately through proper channels.

We are committed to fostering a workplace free from harassment and promoting a culture of mutual respect and inclusivity.

Ongoing projects of MIND Organization are in Burewala, Hafizabad, Kallar Kahar, Pakpattan and Taunsa Sharif.

MIND Organization has already designated members for the post of General Secretary, Project in charge and Coordinator. Their roles in the smooth running of the projects are discussed in this document.

Each camp will be visited by two to four doctors on rotational basis. These doctors will provide consultation to the patients. The doctor will decide if the patient would be given medication for two or four weeks. Number of doctors per visit would be decided based on the patient turnover.

Training of all doctors before placement in the roster is the responsibility of the General Secretory in collaboration with MIND Coordinator.

General Secretory would ensure that the visiting doctors are capable and how to diagnose and treat Psychiatric Patients. They should be aware of MIND FORMULARY, which will be provided by Co Ordinator before seeing patient as well.

Arrangement of medication and transport is the responsibility of the Coordinator. These arrangements will be made two days before the project.

This policy outlines guidelines to prevent personal interests from interfering with professional duties.

It emphasizes ensuring fairness, transparency, and trust in decision-making. It mandates that employees disclose potential conflicts and that steps will be taken to mitigate or eliminate them.

The policy aims to maintain integrity, prevent biases, and prioritize the organization's best interests. It applies to all employees, directors, and stakeholders involved in the organization's activities.

Failure to adhere to the policy may result in disciplinary action, processed through proper channels.

No Board of Governor or Executive member can charge any issues for their service.

Any Doctor, staff, or employee experiencing a problem should contact the General Secretary. If the issue is with the General Secretary, they should contact the President directly.

The policy's ultimate goal is to uphold ethical standards, maintain credibility, and foster a culture of accountability within the organization.

1. If there is any item which is not in use now will be marked by MIND coordinator to General Secretory.
2. If General Secretory deem it necessary to discard then he will refer it to Disposal committee.
3. Disposal Committee comprise of General Secretory, Finance Secretory and 2 members from Executive members.
4. Disposal committee will review in detail.
   • Why and when it was bought
   • Its price at that time and its current market price.
   • Its usage and current functionality.
   • Reason for its disposal
5. If committee agree to dispose it due to any genuine reason.
6. The market value of items for disposal will be identified from 3 different sources by MIND coordinator and its will be sold at best possible price.
7. MIND co Ordinator will document the sale in a detailed file for future reference. This file includes information about the items sold, their market value, and the actual sale value.
8. The money earned from the sale goes into a specific account of MIND Organization. This account helps keep track of the funds obtained from the sale of the disposed items.
9. Maintaining these records is crucial for accountability and future decision-making regarding similar disposals. Thus, our policy ensures a systematic and well-documented approach to the disposal of articles, with a focus on market value and proper record-keeping.

MIND Organization has drafted Board of Governors, Executive Members and Inner Working Group. Project in charge and coordinator have been appointed.

A policy of grievance outlines procedures for addressing complaints or issues within the organization. It ensures fair treatment and resolution for employees or stakeholders facing problems.

The policy typically encourages individuals to report grievances promptly and through proper channels. It may involve steps like filing a formal complaint or giving feedback.

The policy aims to foster a supportive environment where concerns are taken seriously, investigated thoroughly, and resolved equitably. By establishing guidelines for handling grievances, it promotes transparency, fairness, and the overall well-being of the organization and its members.

MIND organization is committed to a fair and inclusive hiring policy that aligns with our values of equality and diversity. We seek to create a workforce that reflects the communities we serve. Our hiring process is based on merit, skills, and qualifications, free from discrimination based on race, ethnicity, gender, religion or age.

Vacancies are advertised openly via media or social media to attract a diverse pool of candidates. Hiring decisions are made objectively, considering candidates' abilities to contribute to our mission and values. Interviews and assessments are conducted fairly, providing equal opportunities for all applicants. We offer reasonable accommodations to candidates with disabilities throughout the recruitment process.

Our organization is committed to providing a supportive and inclusive work environment where everyone feels valued, respected, and empowered. We continuously review and update our hiring policies to ensure they remain in line with our commitment to diversity, equity, and inclusion.

1. MIND Organization has a policy to purchase goods and services by prioritizing cost, effectiveness and availability.
2. There will be a procurement committee comprising of General Secretory, Finance Secretory and two other executive members.
3. If there is any requirement, eg. executive members feels the need for it or employee demand for it. That demand will be put forward to procurement committee.
4. Procurement committee will analyze need for demand critically. Pros and cons will be discussed and if they consider it necessary then they will direct Mind Coordinator to look for its quotation through market survey or advertisement.
5. Advertisement may be given on print or social media.
6. At least 3 Quotation will be provided to Procurement committee, who will select the most cost effective and reasonable product.
7. If the product we need to buy is above Rs. 1,000,000, then the request will be presented to the BOG. BOG will take decision for its purchase.
8. Payment will be given through cheque only. Record of all purchase will be maintained for future reference.

1. Resignation Policy at our organization is a straightforward process that allows employees to formally step down from their positions.
2. To resign, employees must submit a resignation letter to MIND Organization through proper channels. It should state their intention to leave and their intended last working day.
3. We encourage giving at least one months' notice to ensure a smooth transition. Failure of which will result in penalty of one months salary.
4. Upon resignation, employees are expected to return any organization property and complete any pending tasks or responsibilities.
5. An exit interview may be conducted to gather feedback. We value the contributions of all departing employees and wish them well in their future endeavors.

MIND Organization firing policy is designed to ensure fairness, respect, and compliance with our values and regulations. Termination of employment occurs only after careful consideration and following a documented process. It begins with a thorough review of performance or behavioral issues, including warnings and opportunities for improvement.

If we are having issues with any employee personal capabilities then General Secretory will give feedback with time line to improve particular area. First feedback will be verbal. If employee fail to improve then he will be given written warning and time to improve. If employee fail to improve then General Secretory will inform President of MIND organization.

In case of dishonesty and clear evidence of corruption it will be informed to President OF MIND organization and after committee constitution and its final report, employee can be terminated immediately

Decisions regarding termination involve approval from President. The affected employee will receive clear reasons for dismissal, with the chance to provide their perspective. We prioritize compassion and confidentiality during this process.

We encourage departing employees to maintain professionalism and confidentiality post-termination.

Our aim is to handle terminations respectfully, safeguarding the interests of both the organization and the departing employee while upholding our commitment to a supportive and fair work environment.

1. The travel policy mandates that the coordinator is responsible for organizing transport arrangements, ensuring they are both comfortable and cost-effective. All transportation modes must prioritize efficiency without compromising on comfort.
2. Rental cars will be selected at the most competitive prices available in the market. The coordinator must seek out rental options that offer the best value, emphasizing affordability while meeting quality standards.
3. Car maintenance will be responsibility of Rental car company. In case of any accident or damage to car, there will be no responsibility of MIND organization. Driver will be provided by rental car company. Fuel and toll tax will be paid by MIND organization.
4. Total car rent will be paid through cheque at end of every month depending upon the number of visits and sits of camps.
5. Documentation of all arrangements must be properly documented. All travel arrangements must adhere to these guidelines to ensure consistency and efficiency in transportation management.
6. Doctors visiting our Projects/Clinics will be given TA/DA or Stipend for their participation. It will be around Rs. 3,000 to Rs. 5,000. Stipend variable amount depends on number of patients and travelling distance to project site. It may be readjusted if Project incharge feel it necessary. He/She may request General Secretory who will put their request to Boar of Governors.